What is Sunburst?

Sunburst is a publicly accessible, web based, read-only email viewer that provides access to non-exempt agency leadership emails. The Sunburst landing page can be found on the Governor’s web site at http://www.flgov.com/sunburst/ as shown in figure 1.1.

Figure 1.1

Sunburst Landing Page

The Sunburst email viewer consists of a Microsoft Outlook Web Access email system. The login and password to log in to the Sunburst system is sunburst/sunburst. Users may access the Sunburst system by clicking the ‘click here’ link as shown in figure 1.1. When presented with the Outlook Web Access login screen as shown in figure 1.2, users must type in the provided username and password.

Figure 1.2

Outlook Web Access Login Screen

Once logged in, users will have read-only access and search capabilities to all folders and email items as shown in figure 1.3.

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Figure 1.3

Sunburst Email Viewer

How does Sunburst work? The EOG email server has been configured to synchronize (forward) all Sunburst participant emails (sent or received) with the Sunburst Administrative Account (Figure 2.1) and applies rules to place the emails in the appropriate participant folder. Each Sunburst participant has a folder on the Sunburst Administrative account with 4 subfolders (Public, Exempt, Not A Public Record, Redact).

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Figure 2.1

Sunburst Administrative Account

Sunburst participants are expected to categorize their email and place them in the corresponding folder in the Sunburst Administrative account according to the criteria highlighted in the addendum “Sunburst Email Review Instructions”. The flow of the Sunburst is illustrated in the figure 2.2 below.

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Figure 2.2

Sunburst Flow

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Sunburst Roles and Responsibilities

Sunburst Participants (or Delegate) -Review and categorize email and move to appropriate folder in the Sunburst Administrative account within 7 days of receipt or creation unless permission has been granted for extended time. Legal Review -Review withheld email within 30 days of categorization by Sunburst participants. Information Systems -Move emails categorized as public to the Sunburst viewer daily after 5pm.

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Addendum – Sunburst Email Review Instructions

What is a public record:

What is not a public record:

Any material made or received in the course of official state business regardless of form which is “intended to perpetuate, communicate, or formalize knowledge of some type.” Generally, materials that are transitory in nature, are prepared as notes which are designed for your own “personal use in remembering certain things,” and are not, in themselves, intended as final evidence of the knowledge to be recorded, are NOT public records. Personal emails not related to state business are not considered public record.

If the email or attachment(s) is exempt from disclosure, is not a public record, or contains information that should be redacted, move it into the corresponding folder (“Exempt”, “Not PR”, or “Redact”). If it is a public record and is appropriate for release, drag it into the “Public” folder. Use the below guide to determine the status of the email and attachment(s).
Social security numbers, credit/debit card numbers, bank account numbers, passwords or user names. Section 19.071(5)9.b Section 119.071(2)(d) Section 19.071(5)(a)

Personal identifying information? Security information for the Governor, Lt. Governor, or security detail?

Line by Line schedules or other documents containing names or email addresses of FDLE security detail, tail numbers or pilot names and cell phone numbers for the Governor’s plane, the names of hotels used by the Lt. Governor, or details of security procedures/preparation.

Section 119.071(2)(d)

Information prepared at the direction of the Attorney work General Counsel’s office or an agency attorney product? circulated in preparation or in anticipation of litigation or adversarial administrative proceedings. Identifying information of a private entity and plans Regarding an or interest to locate, relocate or expand its economic business activities in Florida? Emails from DEO development and EFI should be examined closely for this project? information.
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Section 119.071(1)(d)1

Section 288.075

Regarding a Clemency, Inspector General, or law enforcement investigation? Regarding the COOP?

Clemency records are exempt and confidential. Exemption for investigatory records is temporary. However, prior to release, the status of the investigation must be established. Information about the EOG or an agency Continuity of Operations Plan. Positions including, but not limited to, active or former: law enforcement officers, judges, state attorneys, statewide prosecutors, magistrates, guardians ad litem, human resource managers, victims of a crime as defined in Chapter 119, certain employees of Health, Revenue, Juvenile Justice, Corrections, and Children and Families? Does the email (or attachments) include spouse and children’s contact information, as well as their place of employment or school/daycare facility, for the above referenced? (Applications for appointments often contain this type of information). Such as results of drug screenings, protected health information, personal identifying information of a dependent child of a current or former officer or employee of an agency who is insured by an agency group insurance plan, home information of an employee in a protected class such as those listed above. Certain medical information is confidential per the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Section 112.31901 Section 119.071(2)(a) Section 14.28 Section 119.071(3)

Home addresses, telephone numbers, or photos?

Sections 119.071(2)-(5)

Personnel related information?

Sections 119.071(2)-(5) Section 119.071(4)(b)2.a. Section 112.0455(11) HIPPA 1996

Medical information?

Rev.5/1/2011

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